Special Conditions of Hire during COVID-19

Note: These conditions are supplemental to, not a replacement for, the hall’s ordinary conditions of hire. 

SC1:
You, the hirer, will be responsible for ensuring those attending your activity or event comply with the COVID-19 Secure Guidelines while entering and occupying the hall, as shown on the attached poster which is also displayed at the hall entrance, in particular using the hand sanitiser supplied when entering the hall and after using tissues.

SC2:
You undertake to comply with the actions identified in the hall’s risk assessment, of which you have been provided with a copy.

SC3:
The Hall will be cleaned before your arrival and you are also responsible to your clients/members for cleaning all regularly used surfaces before/during your period of hire (including tables, chairs, door handles, window catches or frames (if opening sash windows), the cord (if using the blackout curtain)wash hand basins and taps, toilet handles, kitchen sink and taps, using either the products supplied or your own ordinary domestic products.

Please take care cleaning electrical equipment. Use cloths – do not spray!

SC4:
You will make sure that everyone likely to attend your activity or event understands that they MUST NOT DO SO if they or anyone in their household has had COVID-19 symptoms in the last 7 days, and that if they develop symptoms within 7 days of visiting the premises they MUST use the Test, Track and Trace system to alert others with whom they have been in contact.

SC5:
You will keep the premises well ventilated throughout your hire, with windows and doors open as far as convenient. You will be responsible for ensuring they are all securely closed on leaving.

SC6:
You will ensure that no more than 20 to 25 people attend your activity/event, in order that social distancing can be maintained. You will ensure that everyone attending maintains 2m social distancing while waiting to enter the premises, and as far as possible observes social distancing of 1m plus mitigation measures (eg face coverings) when using more confined areas (e.g. moving and stowing equipment, accessing toilets) which should be kept as brief as possible. You will make sure that no more than ONE person uses any of the suites of toilets at one time, unless their usual carer needs to help someone in the central large toilet for wheelchair users.

SC7:
You will take particular care to ensure that social distancing is maintained for any persons aged 70 or over or likely to be clinically more vulnerable to COVID-19, including for example keeping a 2m distance around them when going in and out of rooms and ensuring they can access the toilets, kitchen or other confined areas without others being present. For some people, passing another person in a confined space is less risky, but for older people that should be avoided.

SC8:
You will position furniture or the arrangement of the room as far as possible to facilitate social distancing of 2m between individual people or groups of up to two households or 1m with mitigation measures such as: seating side by side, with at least one empty chair between each person or household group, rather than face to face, and good ventilation. If tables are being used, you will place them so as to maintain a distance of at least 2 metres across the table between people who are face to face e.g. using a wide U- shape.

SC9:
You are asked to keep a record of the name and contact telephone number or email of all those who attend your event for a period of 3 weeks after the event and provide the record to NHS Track and trace if required.

SC10:
You will be responsible for the emptying of the bins of rubbish created during your hire, including tissues and cleaning cloths, into the large rubbish bins found just outside the Hall. There are bins in the toilets, kitchen and main hall.

SC11:
You will encourage users to bring their own drinks and food as the kitchen is not available to prepare food or drinks. The small kitchen sink can be used to rinse out your own mugs or food containers.

SC12:
We will have the right to close the hall if there are safety concerns relating to COVID-19, for example, if someone who has attended the hall develops symptoms and thorough cleansing is required or if it is reported that the Special Hiring Conditions above are not being complied with, whether by you or by other hirers, or in the event that public buildings are asked or required to close again. If this is necessary, we will do our best to inform you promptly and you will not be charged for this hire.

SC13:
In the event of someone becoming unwell with suspected Covid-19 symptoms while at the hall you should remove them to the designated safe area which is outside at the bench in the garden or, if it is wet or too cold, to the Kitchen. Provide tissues and a bin or plastic bag, and a bowl of warm soapy water for handwashing. Ask others in your group to provide contact details if you do not have them and then leave the premises, observing the usual hand sanitising and social distancing precautions, and advise them to launder their clothes when they arrive home. Inform Joan Turner, the hall cleaner, on 01435 813294

SC15: Live performances e.g. drama, music are not permitted at present. This is in order to avoid risk of aerosol or droplet transmission. For the same reason you must take steps to avoid people needing to unduly raise their voices to each other, e.g. refrain from playing music or broadcasts at a volume which makes normal conversation difficult.